030ADV25R0042.pdf

PAGE 1 OF1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

030ADV25R0042

Robinson, James (202) 707-9053 10-06-2025

15:00 EDT

Contracts and Grants Directorate Library of Congress

101 Independence Ave. SE LA 325 Washington DC 20540-9411

X

N/A

X

DELIVERY

See Sections D&F for delivery instructions.

Contracts & Grants Directorate Library of Congress

LA 325

101 Independence Av SE Washington DC 20540-9411

Submit Invoices through https://www.ipp.gov Washington DC 20540

See CONTINUATION Page

See CONTINUATION Page

X X

Robinson, James

030ADV25R0042

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 LC52.216-3 CONTRACT TYPE (JUN 2016)

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3. SERVICES AND PRICES

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION D - PACKAGING AND MARKING

D.1 LC52.211-2 DELIVERIES TO THE LIBRARY OF CONGRESS, CAPITOL HILL CAMPUS (JUN 2021)

D.2 LC52.211-1 DELIVERIES (APR 2015)

SECTION F - DELIVERIES OR PERFORMANCE

F.1 52.242-15 STOP-WORK ORDER (AUG 1989)

F.2 LC52.215-5 PLACE AND PERIOD OF PERFORMANCE (JAN 2019)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 LC52.201-3 CONTRACT ADMINISTRATION (AUG 2015)

G.2 LC52.204-5 IDENTIFICATION AND BUILDING PASSES (SEP 2024)

G.3 LC52.232-1 LIBRARY OF CONGRESS INVOICE INSTRUCTIONS (DEC 2022)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 LC52.201-1 CONTRACTING OFFICER'S REPRESENTATIVE (COR) APPOINTMENT AND AUTHORITY (JAN 2016)

H.2 LC52.203-1 CONTRACTOR PUBLICITY (OCT 2013)

H.3 LC52.204-1 COLLECTIONS SECURITY (DEC 2013)

H.4 LC52.204-2 CONDUCT ON LIBRARY PREMISES (JUL 2021)

H.5 LC52.237-2 CONDUCT OF WORK (MAY 2015)

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

I.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JAN 2025)

I.3 52.216-18 ORDERING (AUG 2020)

I.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

030ADV25R0042

I.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

I.6 LC52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (DEV) (FEB 2016)

I.7 LC52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS - COMMERCIAL ITEMS (DEV) (MAY 2015)

I.8 LC52.216-1 ORDER PLACEMENT – SINGLE AWARD INDEFINITE DELIVERY, INDEFINITE QUANTITY (FEB 2016)

I.9 LC52.228-70 INSURANCE REQUIREMENTS - WORK ON LIBRARY PREMISES (DEC 2014)

I.10 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

I.11 LC52.232-25 PROMPT PAYMENT (DEV) (JUL 2013)

I.12 LC52.237-1 KEY PERSONNEL (AUG 2014)

I.13 LC52.204-4 CONTRACTOR EMPLOYEE FITNESS (SEP 2024)

I.14 LC52.233-1 52.233-1 (DEV) DISPUTES (MAY 2014)

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

K.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

K.2 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 LC52.233-2 PROTESTS TO THE LIBRARY OF CONGRESS (DEC 2013)

SECTION M - EVALUATION FACTORS FOR AWARD

030ADV25R0042 Section B

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 LC52.216-3 CONTRACT TYPE (JUN 2016)

This is a single-award IDIQ. The following types of orders may be placed under this IDIQ: Firm Fixed Price, Time and

Materials, and Labor Hour order types.

(End of Clause)

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 5.00 YR _______________

Emergency Services for Library Collections - 5 Year Ordering Period - See Section B for Pricing Contract Period: Base POP Begin: 01-30-2026 POP End: 01-29-2031

GRAND TOTAL _______________

B.3. SERVICES AND PRICES

B.3.1. Minimum and Maximum Amounts

Minimum, per IDIQ: $5,000.00

Maximum, per IDIQ: $200,000,000.00

B.3.2. Schedule

This IDIQ has the following ordering periods:

Ordering Period 1: 01/30/2026 – 01/29/2027

Ordering Period 2: 01/30/2027 - 01/29/2028

030ADV25R0042 Section B

Ordering Period 3: 01/30/2028 - 01/29/2029

Ordering Period 4: 01/30/2029 - 01/29/2030

Ordering Period 5: 01/30/2030 - 01/29/2031

This contract has 5 ordering periods, each with specific prices, but they are not considered option periods, and thus options will not need to be exercised.

B.3.3. Price Schedule

See attachment J2 for the pricing list. Orders will use the prices in effect at the time the order commences. That unit price will be in effect for the entire duration of the order. Orders will be priced using the prices at the time of the order's placement, even if the order runs into the next Ordering Period. No blended rates will be incorporated in orders.

B.3.4 Time and Materials Items/Labor Hour

During the course of performance of the work, the Contractor may require additional materials, services, and labor categories based upon the nature of the emergency and situation. Such instances will require approval from the Contracting Officer prior to implementation. The Government reserves the right to see full receipts/invoices on all T&M items. The following are examples of time and materials items: laboratory testing, rental equipment, freight/transportation, etc.

B.3.5 Travel, Lodging, and Per Diem

If travel outside the D.C. Capital area is required on a non-FFP travel CLIN, the Contractor shall be compensated for travel, lodging, and per diem expenses for Contractor-required travel in accordance with Federal Travel Regulations. All travel shall require CO approval before commencing.

030ADV25R0042 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Library of Congress

Collection Emergency Response Services for Stabilization and Recovery

SECTION C:

DESCRIPTION, SPECIFICATION, STATEMENT OF WORK

1. BACKGROUND

The Library of Congress (henceforth the Library) is the nation's oldest federal cultural institution and serves as the research arm of Congress. Within the Library, the Library Collections and Services Group (LCSG) is responsible for acquiring, organizing, maintaining, securing, preserving, and providing access to the Library’s collections. These collections document the history and further the creativity of the American people as well as record and contribute to the advancement of civilization and knowledge throughout the world.

The primary focus of this contract shall be for emergency services related to the Library's various collections. The scope of the contract shall encompass all potential emergency services in order to stabilize and recover the Library's collections, with a primary focus on water, smoke, and fire damage. The majority of the work is expected to be stabilizing water damaged collections by vacuum freeze-drying, but this is not guaranteed. Other collection stabilization and recovery activities such as remediation of mold, insects, and soot are also within the scope of this contract.

The Library of Congress collections are estimated to contain more than 178 million items in hundreds of languages, including:

• More than 42 million general and special collection books

• 16.6 million prints, photographs, drawings, and posters

• 5.8 million maps

• 8.2 million pieces of music

• 4.3 million sound recordings

• 1.8 million film, television, and video recordings

• 78 million manuscripts

Library Services receives over 15,000 items each working day and adds approximately 10,000 items to its collections daily.

The Library collections are stored in different buildings in various locations. The main campus and the largest part of the collection resides on Capitol Hill in three buildings: the Thomas Jefferson Building containing 104 miles of shelving space;

the John Adams Building with 180 miles of shelving space; and the James Madison Memorial Building, one of the three largest public buildings in the Washington, DC area, containing 2,100,000 square feet of office and collection storage space.

The Library’s motion picture and recorded sound collections are stored and preserved in the National Audio-Visual Conservation Center (NAVCC) in Culpeper, VA. The Recorded Sound collection at NAVCC contains over 3 million items in a wide array of formats ranging from early wax cylinders to digital audio files stored on optical discs. The vast majority of these collections fall into five broad types: magnetic tapes, vinyl discs, shellac discs, lacquer discs, and optical discs.

Formats such as wax and celluloid (cellulose nitrate) cylinders, wires, belts etc. are represented, but in relatively small numbers. The Moving Image collection in NAVCC contains approximately 1.8 million items in a variety of formats. Over 100,000 of those items were manufactured prior to 1952 and are on flammable cellulose nitrate film stock. The safety collection contains acetate and polyester motion picture film, magnetic media (videotape and magnetic audio tracks on acetate film stock), DVDs, laserdiscs, paper prints (motion pictures printed on photographic paper), as well as a large number of archival paper collections, including movie posters, stills, and other documentation.

In addition, the Library has collections stored in environmentally controlled off-site storage facilities. The largest concentration of off-site stored collections is kept at Fort Meade, MD in 6 storage modules. The first two (Modules 1 and

2) house book boxes (in 10 different heights) together in double rows on 36-inch-deep shelves that tower several stories high. Module 1, with 8,500 square feet of space, is filled with 1.6 million books from the Library’s general collections.

Module 2, with more than 12,000 square feet, holds over 1.9 million books. Modules 3 and 4, each with 12,500 square feet, house many different special-format collections, including more than 10 million manuscripts; 2.3 million prints, drawings, photographs and posters; 2.1 million music sheets; 542,000 maps; and 1.8 million items of American Folklife Center collections. Four cold storage rooms between Modules 3 and 4 house 6.5 million negatives, transparencies, and color prints, as well as more than 523,000 reels of microfilm. Module 5 holds 1.15 million books, 11 million manuscripts, more than 523,000 reels of microfilm, more than 300,000 sheet music items, 50,000 prints and photographs, and 60,000 items from the American Folklife collections. Module 6 is twice as large as the other modules at 25,000 square feet. It contains over 15 miles of storage space on 17,000 shelves 30 feet in height. Module 6 holds over 16 million items in a wide variety of formats from both general and special collections, including the Geography and Map, Manuscript, Music, Prints and Photographs, Rare Book and Special Collections and Serial and Government Publications Divisions, as well as the American Folklife Center and the Veterans History Project.

The Library has another off-site storage location on Cabin Branch Ave in Landover, MD, just outside of Washington, DC.

At this facility, the Library uses the same high-density storage approach as Ft. Meade to store general and special collection material. Currently, the facility has the capacity to store 3.1 million books. In addition, this location holds palletized unprocessed special collection material.

The Conservation Division (a unit within LCSG) oversees the technical aspects of this contract. Collection emergency management is an important part of preservation and services provided by the Conservation Division and this contract is an integral part of that responsibility.

2. SCOPE

The Library requires Contractor-provided services for the stabilization (freezing, air-drying, minor repair, etc.) and recovery (freeze-drying, mold removal, etc.) services for Library collections if the Library is confronted with a disaster that affects its collections and the magnitude of the disaster (possibly in multiple locations) outstrips the on-site resources of the Library to respond effectively. The Library has a robust program in place to handle up to 500-1,000 items per event. Events above that count might require services provided through this contract. Most emergencies may be expected to be water-induced events with water affecting collections either from indoor (e.g., plumbing or sprinkler system) or outside (e.g., roof leak) sources but this contract covers all disaster scenarios including more catastrophic events such as earthquakes, fires, floods, major biological infestations due to disasters (e.g., mold, insect, vermin infestations), acts of terrorism, and similar catastrophes. In addition to the stabilization, recovery, and cleaning of collection material, the cleaning of storage furniture (e.g., shelving, map cases, gasketed cabinets, etc.) and furniture (e.g. reading room tables, book carts, etc.) is within the scope of this contract. Any work related to the building structure that is affected by an event is outside the scope of this contract. For example, in the event of an earthquake, damage caused to the collections would be covered under this contract but physical building assets and the structure itself would not be. However, the Library does have a requirement that the contractor have staff and resources to access heavily damaged buildings so collection assessment can occur as quickly as possible after a disaster. Information technology recovery and site restoration service is also outside the scope of this contract, however, services rendered by the Contractor may include the recovery of affected tangible digital media (e.g., CDs, DVDs, digital videotape) from Library collections.

3. CONTRACTOR REQUIREMENTS

Emergency stabilization and recovery services may be required on an irregular basis. This contract defines the requirements and guidelines for potential emergency response services required. Specific requirements will be identified in individual Task Orders. Stabilization includes activities that remove damaged materials from the disaster site and stabilize them for subsequent recovery efforts. Stabilization activities may also include removal from emergency area, drying of collections in place, transportation to off-site stabilization facility, or freezing of wet collection material.

Recovery activities are those that return the material to its former condition or at a minimum make it fully accessible again on clean furniture in an appropriate housing.

The Contractor shall provide the following:

• Respond to a call for services following one or more natural or man-made catastrophic events within 12 hours, regardless of the time of day or day of the week;

• Conduct on-site assessment of damage to collections resulting from this event within 24 hours of the event. This could occur in buildings that are heavily compromised. While the contact scope does not include building remediation, we do require a company with staff and resources to access buildings with first responders in order to assess collections in those damaged buildings;

• Advise the Library on a plan of action for the stabilization and recovery of the collections no later than 48 hours from the event (or as allowed by the nature of the incident);

• Undertake the careful and secure stabilization of damaged library collections and research materials from the disaster site(s) no later than 48 hours after access to the disaster area has been made possible. The Contractor must have the resources, staff, and experience to handle multiple large disasters at an institution, such as after a regional storm that damages multiple collection storage spaces in multiple locations;

• Establish an inventory of all affected items located in the affected space as they are removed from a collection area for stabilization and treatment. The Contractor shall track all collection material as it is repacked, transported, stabilized, treated and returned to the Library, ensuring the ability to locate an item at any point in time of stabilization and recovery activities. The Contractor may be required to use FOLIO, the Library’s collection access platform to keep an inventory of damaged collections.

• As needed, stabilize the affected collections for transportation for offsite recovery including providing all boxing, bagging, and other supports and containers necessary;

• Provide environmentally controlled transportation to appropriate storage venues for the stabilization and/or subsequent recovery of the affected collections items;

• Provide recovery services including but not limited to freezing, air drying, vacuum freeze drying, or single-item cleaning, repair, or conservation treatment to agreed upon standards using agreed upon techniques;

• Provide services to treat materials with biological contamination (e.g., mold, insects, rodents, birds, viruses, raw sewage, contaminated water, or flood waters) or smoke or fire damage;

• Provide services to assess and clean storage furniture from mold growth, biological and chemical contamination, and rust stains;

• Rehouse the collection items in new and appropriate Library-quality housing as needed. Rehousing shall only be performed as requested and approved by COR;

• Label the library housing with all information from the original housing and any additional information requested by the Preservation Directorate;

• Work with Library Division staff upon the return of treated materials for appropriate reshelving;

• Provide a detailed inventory with clear statements of all item treatments done by the contractor to the

Preservation Directorate.

Items that cannot be recovered will be addressed through the Library’s replacement programs and are not part of this contract. Disaster stabilization and recovery services may be required for any or all of the Library’s facilities that house collections. Currently, collections are stored in the following locations:

• The Capitol Hill campus:

• The Jefferson Building, First Street S.E. at Independence Avenue, S.E. and East Capitol Street, Washington DC, 20540

• The Adams Building, 2nd Street S.E. at Independence Avenue, S.E., Washington DC, 20540

• The Madison Building, 101 Independence Avenue, S.E., Washington DC, 20540

• The Cabin Branch storage facility, 1505 Cabin Branch Drive, Landover, MD 20785

• Ft. Meade Off-site storage modules, 100 Meigs Road, Fort Meade Army Base Fort Meade MD 20755

• The National Audio-Visual Conservation Center (NAVCC) at 19053 Mt Pony Rd, Culpeper, VA 22701

• The Library might add additional off-site storage locations to its current storage capacity. In that event, the

Library will notify the vendor and the vendor may agree to respond to collections emergencies at these added locations.

3.1. GENERAL ADMINISTRATIVE REQUIREMENTS:

3.1.1. The Contractor shall manage the total work effort associated with the required services to meet all objectives. Such management includes but is not limited to planning, scheduling, cost projecting and accounting, establishing and maintaining documentation and records, report preparation, and quality control.

3.1.2. The Contractor shall implement all necessary work control procedures to ensure timely completion of work, as well as to permit tracking and reporting work in progress. The Contractor shall plan and schedule work to ensure material, labor, equipment, and supplies are available to meet the requirements within the specified time limits and in conformance with the quality standards established.

3.1.3. The Contractor shall establish and maintain an internal, comprehensive Quality Control (QC) program based on the Acceptance Requirements defined (3.6). The QC program shall provide an effective means of identifying and correcting problems throughout the entire scope of operations. The final Quality Control Plan is due 10 days after award. The Contractor’s failure to implement and maintain its QC program effectively through the duration of rendering services may result in other appropriate action by the Contracting Officer (CO) including termination. The QC program will apply to all services rendered:

3.1.3.1. Accurate documentation of work processes, procedures, and output measures.

3.1.3.2. A systematic procedure for assessing compliance with performance objectives and standards defined in each Task Order.

3.1.3.3. Accurate documentation of quality inspections conducted throughout the execution of work.

3.1.3.4. Assessment-driven corrective action and process adjustments as appropriate.

3.1.4. The Contractor shall assign sufficient personnel with the proper qualifications to the performance of this contract to ensure timely completion of all requirements. Staff reductions shall not be used as a rationale for services not being performed. Contractor shall ensure adequate staffing levels at all times.

3.1.5. The Contractor shall obtain all required permits, licenses, certifications, and authorizations to perform work under this contract and comply with all applicable federal, state, and local laws and regulations. The Contractor shall provide evidence of such permits and licenses to the Contracting Officer (CO) or Contracting Officer’s Representative (COR) at any time at the request of the CO or COR.

3.1.6. The Contractor shall make all the necessary arrangements through the appropriate Library office as necessary to obtain access to buildings, facilities, and other work areas, and when required, to arrange for such areas to be opened and closed by Library staff.

3.1.7. The Contractor shall develop and maintain a safety program to promote safety, ensure accident prevention, provide incentives to work safely, and reduce potential for personnel or property damage.

3.1.8. The Contractor shall provide a copy of their safety plan and provisions for their staff’s PPE (Personal Protective Equipment) within ten days after award.

3.1.9. Library Orientation: Key representatives from the Contractor shall meet with Library representatives within 30 days after the contract award. This will also serve as the post-award conference. These orientation sessions introduce the Contractor to the Library's infrastructure, organizational structure, and FOLIO the Library’s collection inventory system, as well as any other information that the Library deems as critical knowledge for the Contractor to perform effectively. As needed, the Contractor may be required to attend refresher sessions 30 days after the anniversary of each ordering period or when there is a change in the Contractor’s staffing and/or management. These orientation and refresher meetings shall not be charged to the Library. These briefings, facilitated by the Preservation Directorate, are an essential part of establishing a productive relationship between the Contractor and the Library and provide the most effective way for the Contractor to create the most efficient stabilization and recovery plan.

3.1.10. Status Meetings: The Project Manager shall be responsible for informing the COR informed about Contractor progress throughout the performance period of this contract, and ensuring Contractor activities are aligned with Library's objectives. At a minimum, the Project Manager shall review the status and results of Contractor performance with the COR on a monthly basis by telephone.

The PM shall be available for discussion regarding any potential problems within 48 hours upon request.

3.2. GENERAL TECHNICAL REQUIREMENTS:

3.2.1. The Contractor shall have the technical capabilities and expert personnel to address the collection emergency response and recovery needs as outlined in this document. Technical capabilities include at a minimum (in summary):

3.2.1.1 The availability of call network established for processing emergency requests at all hours, year-round;

3.2.1.2 The ability to mobilize and be on site and ready to work within 24 hours of receipt of emergency request, 24hrs/day, 7 days/week, and 365 days/year;

3.2.1.3 The ability to enter heavily compromised buildings. While the contact scope does not include building remediation, the company must have staff that can access a building with first responders to assess collections in the damaged building;

3.2.1.4 The ability to provide all necessary secure space, transportation, labor, equipment, and supplies to respond immediately to a variety of needs, including stabilization and recovery of library, archival, and/or museum materials including various types of dying and remediation of mold, insect infestations, and soot.

3.2.1.5 The ability to provide systematic labeling and tracking of collection material during stabilization and recovery activities.

Below are more detailed technical requirements:

3.2.2. The Contractor shall be able to be reached 24 hours/7 days a week/365 days a year to respond to a call for services.

3.2.3. In case of an emergency event that affects the collections, the Contractor shall respond to a call for emergency response services by the Library and send a trained and experienced representative to assess the affected collections and advise on a plan of action for the stabilization of the collections while a Task Order is processed within 24 hours of notification by the Library. If the site is inaccessible due to the emergency, the Contractor shall work diligently with the COR and Contracting Officer to arrange alternative deadlines based on the situation.

3.2.4. The Contractor shall enact emergency stabilization and recovery services scaled to the size of the emergency no later than 48 hours after initial notification by the Library (or within 48 hours after access has been enabled), assuming an approved Stabilization Plan and Task Order is in place.

3.2.5. The Contractor must be able to render scalable stabilization and recovery services. A large collection emergency event at the Library might involve hundreds of thousands of collections items in multiple storage areas in multiple locations and the Contractor is expected to respond to such an event with resources and staffing to respond to an event at that scale. The Contractor has an appropriate number of trained staff with the skills and experience to assess stabilization and recover collections on different types of media of varying value, and suffering from different types of damage.

3.2.6. The Contractor must maintain scalable capability and resources (e.g., facilities, labor force management, equipment, supplies, transport, freezers, and logistics) to manage all types of emergencies that may affect the Library collections regardless of size. In case of large-scale disaster, the Contractor shall have the ability to manage the stabilization, and/or recovery of collection materials that could add up to hundreds of thousands of items.3.2.7. The Contractor has the experience, qualifications, and expertise to provide professional and standard methods for mold remediation and other decontamination of collections and storage furniture.

3.2.8. The Contractor shall have the experience, qualifications, and expertise to provide professional and standard methods for handling, stabilizing, packing, transporting, treating, and rehousing, labeling, and tracking (including the use of bar coding) the full range of library, archival, and museum materials in disaster situations.

3.2.9. The Contractor shall have adequate numbers of trained staff with the skills and experience to rehouse Library items in appropriate Library-approved and tested preservation quality housing and to label (with Library-approved and tested labels) the housing so that materials can be transported safely and securely. (Library housing and label specification requirements can be found at https://www.loc.gov/preservation/resources/specifications/index.html )

3.2.10. The Contractor shall have adequate numbers of trained staff with the skills and experience to assess and sanitize (i.e., clean, disinfect, kill mold, and remove rust and other stains) designated storage furniture including shelving, map cases, and gasketed cabinets.

3.2.11. The Contractor shall have adequate numbers of trained and qualified staff with the skills and expertise to manage emergency response and collection stabilization and recovery projects including management, supervision, training, administration, and facilitating communications.

3.2.12. The Contractor shall use climate controlled, secure facilities. The Contractor is responsible for all aspects of security for Library materials in storage. The security of the Contractor plant premises shall be ensured by either 24-hour guard or constantly monitored electronic surveillance. The Task Order may include additional collection security requirements.

3.2.13. When specified by the Library, materials shall be packed, shipped, and stored in protective totes and pallets (or other containers subsequently specified by the Library) that are clearly marked according to a numbering and tracking scheme approved by the Library.

3.2.14. Materials Used by the Contractor. All products (tools, treatment supplies, preservation housing supplies, etc.) must be reviewed and approved by the COR prior to their use to ensure their suitability for library and archive materials and collections (and their associated storage areas). Equivalent or similar products may be suitable as determined by the COR.

3.3. SERVICE REQUIREMENTS:

3.3.1. As part of emergency response, the Contractor shall:

3.3.1.1. Respond to a disaster scene as soon as possible but no later than within 24 hours of being contacted by the Library’s designated representative.

3.3.1.2. Provide expert consultation on site to assess the condition of the collections and work with Library preservation experts to determine the type and amount of stabilization effort required as soon as the affected site is accessible (safe and secure).

3.3.1.3. Provide all trained labor, experienced supervision, approved material and supplies, and agreed upon equipment needed for cleanup in response to emergency calls at all Library locations.

3.3.1.4. Upon being granted access, start immediately with the documentation of the condition of the emergency site and condition of the collections.

3.3.1.5. Working with the previously agreed upon preservation best practices and procedures and policies in place for the systematic, non-damaging removal of library materials from the Library disaster site, provide specific recommendations for the appropriate removal techniques to be employed at the specific disaster site being worked upon.

3.3.2. As part of stabilizing collection material, the Contractor shall:

3.3.2.1. Provide professional advice on the most practical and efficient options for the stabilization and recovery of the collections and storage systems within 36 hours of being contacted (or within 24 hours after the site is accessible). After consultation with, and prior approval by the COR, commence the services needed to accomplish the stabilization and recovery of collection materials and restore affected collections storage systems to a safe, sanitary, and functional condition following a disaster within 48 hours of being approval of Stabilization Plan.

3.3.2.2. Collaborate with Library staff to create a Stabilization Plan documenting stabilization priorities based on a variety of factors including type and extent of damage, type of material, rarity and/or importance of material, and outlining the methods to be used for retrieving, stabilizing, packing, and transporting designated damaged materials. Written at the time of an emergency event, the Stabilization Plan shall contain the summarized condition assessment of damaged collections, proposal for the safe and secure stabilization (including stabilization, documentation, tracking, and transportation) of the collections, proposed stabilization schedule, and a detailed associated cost estimate. The Library might determine that when time is of the essence, this information will suffice to create the task order needed to start recovering the affected collections. However, if time allows the plan should also include details of proposed procedures, equipment, tools and supplies to be used and the qualification(s) of the supervisor and staff who will complete the work along with labor and materials costs. The plan should also outline the available facilities to subcontract, transportation vehicles and transportation conveyances such as carts. As above, once this information is collected and a plan is created, this document will form the basis for work conducted as part of a new Task Order funding the stabilization activities, or modifying a current Task Order to include these aspects.

3.3.2.3. Remove and stabilize materials in a timely manner to eliminate or at least minimize the risk of further damage to the collections.

3.3.2.4. To the extent possible, identify and inventory all materials and keep materials organized. In order to assist with this effort, (and if possible) the Contractor will be provided with shelf lists (paper and electronic records) such as access to FOLIO the Library’s collection inventory system.

3.3.2.5. Provide all labor, material, and equipment for the safe and secure stabilization and transportation of collections materials, including enclosed, climate-controlled cargo transport trucks or freezer trucks as needed and packing supplies, pallets, and materials needed to secure palletized containers.

3.3.2.6. Provide secure freezer storage for the damaged materials in the event all available appropriate drying equipment is in use, or if the amount of material exceeds the Contractor’s drying capacity.

3.3.3. As part of recovering collection material, the Contractor shall:

3.3.3.1. Collaborate with Library staff to create a Recovery Plan before the recovery operations begin. (Once the materials are stabilized, the Library anticipates there will be more time to plan for the recovery portion of any project.) Depending on the type of event, collections affected, and damage type, this document should contain a description of the estimated quantity, value category, and type of affected collection items, the comprehensive condition assessment of damaged collections, proposal for the safe and secure recovery of the collections, treatment proposals and documentation, rehousing and labeling plans, proposed recovery schedule, tracking system, proposed return schedule, and a detailed associated cost estimate. The plan must also include details of proposed procedures, equipment, tools and supplies to be used and the qualification(s) of the supervisor and staff who will complete the work along with labor and materials costs. This document will provide the basis for Task Orders outlining the recovery services provided by the Contractor.

3.3.3.2. Be equipped to provide specialized cleaning services as required to manage mold remediation, smoke and soot removal, and deodorization.

3.3.3.3. Be equipped to, in a controlled and closely monitored manner, dry varying quantities of material exposed to varying amounts of moisture using drying methods such as desiccant, air-drying or vacuum freeze-drying, to determine when materials have reached normal equilibrium, and to ensure that all items are completely dry without exposure to the risk of over-drying or mold growth if items have been under-dried.

3.3.3.4. Monitor and separate materials during the drying process to ensure that they are not damaged; they are completely dry without sticking together or have mold growth on them.

3.3.3.5. Be equipped to repair physical damage to materials. (If Library material is irreparably damaged, the Library will start its copy replacement program. This program and associated process is outside the scope of this contract).

3.3.3.6. Be able to provide services including:

3.3.3.6.1. Sanitization and/or decontamination of records and cleaning of records including the cleaning of mold, mildew, soot, or sewage.

3.3.3.6.2. Recovery of a range of materials including, but not limited to:

• Bound volumes (including rare volumes on parchment, pith, vellum)

• Books and other publications incorporating plastics and modern materials

• Papers (including manuscripts, musical notations, unbound pages, etc.)

• Oversized records (including architectural drawings and plans, cartographic records including maps, and posters)

• Photographs, negatives, transparencies, direct positives on paper, film, glass, and/or other supports

(including metal, leather, ceramics, etc.), and digital prints.

• Microfilm rolls and Microfiche

• Audio recordings (including CDs, phonograph discs, digital sound, magnetic media, and wax cylinders)

• Video recordings (including motion picture film, DVDs, digital recordings, and magnetic media)

• Artifacts (including ceramics, musical instruments, paintings, sculpture, and textile memorabilia, etc.)

3.3.3.7. Systematically document all stages of the stabilization and recovery activities with a particular focus on treatment activities using both paper-based and, upon request, film-based and electronic media.

3.3.3.8. Use only chemicals, storage supplies, and treatment methods that have been reviewed and approved (and, if necessary, tested) in advance by the Library.

3.3.3.9. Replace damaged housing (folders, boxes, mats, and other containers) with new Library approved and tested housing including the transfer of all label information from the old container to the new container word-for-word.

3.3.3.10. Stabilize, clean, and restore shelving, cabinetry and other furniture used for collection storage to a usable condition. Promptly inform the COR of the Library if any shelving or cabinetry cannot be adequately restored and should be replaced.

3.3.4. As part of return of collection material to the Library, the Contractor shall:

3.3.4.1. When treatment is completed, carefully pack dried materials in order, in appropriate secure, non-damaging containers and ship/deliver them back to the Library.

3.3.4.2. Use bar coding to manage the inventory, tracking, shipping, and shelving process to facilitate tracking and reporting.

3.3.4.3. Work with collection division staff to restore collection materials to their proper locations for staff and patron use when the storage area and all shelving, cabinetry, and other storage furniture have been returned to working order and the site has been declared safe.

3.4. PRIORITY OF THE TASKS AND ASSOCIATED TIME FRAMES:

3.4.1. Pre-event activities:

3.4.1.1. Upon the award of the contract, the Contractor shall meet with the COR and Library representatives within one month to receive orientation (see 3.1.9) about the Library’s infrastructure and collections organization, the existing emergency response capabilities, and review disaster scenarios and planned response plans. This is a separate meeting from the Post Award conference.

3.4.1.2. The Contractor, COR, and other Library stakeholders will review quality expectations and determine in advance what remedies are available for any aspect of the recovery work and stabilization and recovery protocols, equipment, and materials the Library considers unsatisfactory.

3.4.2. Event activities:

3.4.2.1. When disaster strikes, time is of the essence and the Contractor shall respond to the Library’s request for services and a Contractor representative shall be on–site as soon as possible but no later than within 24 hours after first contact.

3.4.2.2. The Library shall initiate the process of creating a Task Order that will provide the funds needed for the services provided by the Contractor.

3.4.2.3. Depending on the extent of the disaster, the Contractor shall provide professional advice on the most practical and efficient options for the stabilization and, in consultation with Library staff, make a comprehensive damage assessment and draft a Stabilization Plan document within 48 hours of being contacted (assuming safe access to the site can be attained for the start of the effort).

The Contractor shall be able to provide a Stabilization Plan on very short notice, striking a balance between the need for urgently removing affected collection material and doing so in a coordinated and well-considered manner.

3.4.2.4. After the COR approves the Stabilization Plan, the Contractor shall start pulling together the resources needed to accomplish the stabilization of collection materials by providing sufficient staff, materials, and equipment to start and continue the stabilization effort in a safe and timely manner within 48 hours of the initial contact as circumstances allow.

3.4.2.5. Stabilization activities will be conducted in collaboration with Library preservation and collection division staff and result in proper packing and transportation of all materials being moved to temporary Contractor facilitated off-site storage location for stabilization or treatment.

3.4.2.6. To the extent possible, the Contractor shall, in consultation with the COR, identify and inventory all materials and keep materials organized during stabilization, transportation, and off-site storage by tracking collection material and containers. All materials shall be stored and labeled to ensure that the identity and the original order of each item is maintained, both before and after processing.

(After safety and response time, the tracking of collection materials during stabilization and recovery is the highest priority.)

3.4.2.7. The Contractor shall provide all supplies (including packing supplies, pallets, and other materials) and equipment (dry cargo transport trucks, freezer trucks, book carts, book trucks, and other equipment) to safely and securely transport the damaged artifacts to an off-site location for stabilization or treatment.

3.4.2.8. The Contractor shall provide secure and environmentally controlled working space that facilitates the stabilization and treatment of damaged artifacts and shall include secure freezer storage for library/archive materials in the event all available appropriate drying equipment is in use, or if the amount of material exceeds the Contractor’s drying capacity.

3.4.2.9. The Contractor shall remove and stabilize materials in a timely manner to eliminate the risk of further damage to the collections. To the extent possible, the stabilization of materials shall begin within 48 hours of the emergency and shall be completed per the schedule outlined in the Stabilization Plan, which itself is based on each unique emergency. The stabilization plan forms the basis for a Task Order.

3.4.2.10. To the extent possible, treatment and stabilization activities shall be documented thoroughly by both text and images.

3.4.2.11. The Contractor, the COR, and other Library stakeholders including preservation and collection staff will meet regularly at the recovery site, at the Library, or at the Contractor’s stabilization facility.

3.4.3. Post-event activities:

3.4.3.1. After all designated materials have been stabilized and securely stored, the Contractor shall work with the Library conservators to draft a Recovery Plan for the damaged materials and provide professional advice on the most practical and efficient options for the recovery and return of the collections. The Library may also, at its discretion, train contractor personnel to perform certain specified corrective preservation treatments. The Contractor shall not charge the Library for staff time spent on Library-provided training.

3.4.3.2. Depending on the extent of the disaster, the Contractor shall draft a final Recovery Plan no later than one month after all materials have been stabilized. The plan shall include a time schedule and a detailed cost estimate for the complete recovery, rehousing, labeling, and reshelving of the damaged material.

3.4.3.3. The Library shall respond to the draft in a timely manner.

3.4.3.4. After approval by the COR of the Recovery Plan, the Contractor shall start pulling together the resources needed to accomplish the recovery of collection materials by providing sufficient staff, materials, and equipment to start the recovery of stabilized collection material. Treatment activities will be described in the Task Order.

3.5. TECHNICAL REQUIREMENTS CONCERNING EMERGENCY RESPONSE, STABILIZATION, AND RECOVERY ACTIONS:

3.5.1. Requirements for Re-housing Materials into New Containers

3.5.1.1. Wet, frozen or dry collection materials may be transferred to a new, dry box if approved by the Library.

If there is significant damage to the original container, the Contractor must provide the Library with a proposed procedure to transfer materials to new containers maintaining original order. The new containers must be approved by the COR. The Contractor may be required to provide folders, boxes and containers approved by the Library or the Library may choose to provide containers.

3.5.1.2. The Contractor must retain all original documentation and accompanying materials and any label or information written directly on the container. The original should be placed inside the new container, where possible. The Task Order and the COR will provide guidance for transfer of original label and/or identifying information to the new container. Text, type and placement of the labels are to be approved by the COR in advance of application. If unable to remove original labeling from the container, a photocopy or image may be approved by COR. The Contractor must not place any labels on Library collection materials, boxes or containers without explicit approval of the COR. The COR may request that the Contractor attach a label in a specified location to each treated container to indicate recovery action taken.

3.5.2. Requirements for Transporting Damaged Materials

3.5.2.1. The Contractor must provide transportation that meets all Library requirements for transporting damaged collection material removed from the facility as described in any task order under this contract. The Contractor must ensure that collection material is not tampered with during transport. Transportation must comply with all local, state and federal rules and regulations. The Contractor must provide documentation including a signed manifest documenting all materials leaving any Library facility. The contents of each shipping container shall be listed on a manifest. The method of shipping must ensure that safety and security is maintained. The Contractor must provide prompt notification upon receipt of shipment and inventory tracking while in the Contractor’s facility.

3.5.2.2. Library-furnished shipping containers may be utilized, at the Library's option, when the COR determines that the utilization of such containers shall provide for improved efficiency of operations and adequate protection of Library materials, such as those of unusual dimensions. Use of such containers requires written approval by the Contractor, who shall accept liability for books and other materials packed into, stored in, or returned to the Library in such containers.

3.5.2.3. Contractor-furnished transportation containers must be approved by the Library. At a minimum, the outer and any interior containers must be designed to deter pilferage in transit and to minimize physical damage to books and other materials due to accidents, rough container handling, or exposure to water.

3.5.2.4. The Contractor must transport shipments by road; rail transport is not permissible. Unless specifically approved otherwise, transportation shall be point-to-point with no overnight stays or layovers. The Contractor shall provide a second driver so that the collection materials are continuously accompanied throughout transit.

One driver shall remain with the materials at all times. Climate controlled trucks may be required to move materials, with conditions specified…